RFP #25014 Post 6.6.2025.pdf

BARRINGTON SCHOOL COMMITTEE

BARRINGTON, RHODE ISLAND

Request for Quotation

Locking Cell Phone Pouch or Case System

Bid #25014

June 6, 2025

BARRINGTON PUBLIC SCHOOLS

INVITATION TO BID

Bid #25014 – Locking Cell Phone Pouch or Case System

Sealed bids for a Cell Phone or Pouch Case System for the Barrington School Committee will be received electronically through the Rhode Island Purchasing Group/Barrington, or placed in a sealed envelope clearly marked with the proposal subject RFP – Bid #25014 – Locking Cell Phone Pouch or Case System for Barrington Public Schools addressed to Barrington Public Schools, 283 County Road, Barrington RI, until 11:00 a.m. on Wednesday, June 25, 2025 at which time they will be opened publicly.

Specifications may be obtained online at Rhode Island Purchasing Group/Barrington, or by emailing francisc@barringtonschools.org

The School Committee reserves the right to accept or reject, without prejudice, any or all proposals or waive any irregularities therein or accept the bid deemed to be in the best interest of the Barrington Public Schools.

No bid will be accepted after the date and time specified.

https://www.bidnetdirect.com/rhode-island/barringtonschools mailto:francisc@barringtonschools.org

INVITATION TO BID

Locking Cell Phone Pouch or Case System

DESCRIPTION OF BID and CRITERIA

I. BACKGROUND

The Barrington Public School Department (BPS) is soliciting proposals for a Cell Phone or Pouch Case System.

II. GENERAL NATURE OF THE ASSISTANCE REQUESTED:

Specifications include, but are not limited to: A locking cell phone or pouch case system for 1,600 phones, similar to Yondr or NuGerm. Sellers may propose an equivalent system. Proposals must include any accessories necessary to operate the system, such as unlocking stations.

III. SUBMISSION REQUIREMENTS

A. Each applicant must submit an electronic copy of their proposal with the bid package.

B. Each applicant must complete and sign the attached Proposal Agreement.

https://www.overyondr.com/ https://nugerm.com/

TERMS AND CONDITIONS

A Bids will not be considered if prices are not firm and irrevocable.

B. The prices quoted and conditions stated on this bid will be firm and final. Any correspondence or notations accompanying this bid, changing any prices or items, may subject the proposal to being rejected at the sole discretion of the School Committee.

C. Bid items and prices quoted as alternates must be accompanied by a detailed description of them and how they meet or exceed the requested product specifications. Bids must be submitted in forms supplied by the School Committee on or before the required due date.

D. Following the opening of bids, the bid cannot be withdrawn within sixty (60) calendar days from acceptance.

E. When applicable, the bidders’ attention is directed to the fact that all applicable state laws, municipal ordinances, rules and regulations, and lawful orders of all public authorities having jurisdiction for the safety of persons or property or to protect them from damage, injury or loss -including wages of the crafts doing the work - shall prevail. They will be deemed included in the contract, the same as though herein written out in full.

F. The award of any bids is subject to available funding.

G. The School Committee reserves the right to accept or reject, without prejudice, any or all proposals or waive any irregularities therein or accept the bid deemed to be in the best interest of the Barrington School Department.

H. In awarding the contract, the School Committee will consider all aspects including, but not limited to, references and proposed fees.

I. The vendor is responsible for seeing their proposal delivered within the prescribed time and place.

Proposals received before the time of opening will be securely kept unopened. No responsibility will be attached to any officer or person at the Barrington Public Schools for prematurely opening a proposal not properly addressed and identified as a bid.

J. Any proposal received after the time and date specified shall not be considered by messenger or by mail, even if the Barrington Public Schools determines that such non-arrival before the time set for the opening was due solely to delay in the mail for which the vendor is not responsible.

K. Telephonic, telegraphic, or oral proposals, amendments, or withdrawals will not be accepted.

L. The Barrington Public Schools are tax-exempt. The price bid must be exclusive of taxes and will be so construed. Exemption certificates will be completed as required by the successful bidder.

M. Please supply at least three references, complete with the contact's name and phone number of entities that use your product.

N. All questions regarding bid specifications shall be directed in writing five (5) days before the opening of bids and submitted to the Director of Administration & Finance.

O. The Barrington Public Schools reserves the right to award a contract by item or in total.

INSTRUCTION TO BIDDERS

LAWS AND REGULATIONS:

The vendor’s attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the proposed work shall apply to the contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full.

INSURANCE:

Commercial General Liability - $1,000,000 per occurrence including Products/ Completed Operations, Bodily Injury & Property Damage Liability, and Personal & Advertising Injury.

• The Town of Barrington and Barrington Public Schools listed as an Additional Insured

• Waiver of subrogation in favor of the Town of Barrington and Barrington Public Schools

(If Applicable) Auto Liability - $1,000,000 Combined Single Limit – Bodily Injury & Property Damage Combined, any Auto.

(If Applicable) Workers’ Compensation – Statutory amounts as required by the Rhode Island Worker’s Compensation Law and to include

If the contractor maintains a broader coverage or higher limits, then the minimum limit shown above shall not limit the coverage available. The Barrington Public Schools will be entitled to the coverage maintained by the contractor. In addition, the failure to request evidence of insurance from the contractor shall not waive the contractors’ obligation to provide coverage.

TIME COMPLETION AND DAMAGES:

It is further agreed that time is of the essence of every portion of this contract and the specifications wherein a definite length of time is fixed for the performance of any act whatsoever.

Where, under the contract, an additional time is allowed for the completion of any purchase, the new time limit fixed by such extension shall be of the essence of this contract.

Failure to perform within the time limit specified could result in substantial damages. The Bidder should be made aware that he will be held responsible for such additional costs and should be prepared to take any measures to complete the job within the time frame listed. The Bidder agrees to the time of completion as scheduled.

The basic fee to be charged.

If awarded, the contract will be made to the lowest competent Proposer meeting specifications unless the School Committee determines that the public interest will be better served by accepting a higher Proposal. For this award, the lowest competent Proposer meeting the specifications in light of the School Committee’s determination of the public interest will be construed as the lowest qualified, evaluated, and responsive Proposer. The School Committee reserves the right to reject any or all Proposals.

INQUIRIES

A. All questions regarding bid specifications shall be submitted through BidNet in writing five

(5) days prior to the opening of bids, submitted to:

Douglas E. Fiore, Director of Administration & Finance Attention: Christine Francis, Admin Assistant Address: PO Box 95, 283 County Road, Barrington, RI 02806 Phone Number: (401) 245-5000 ex. 335 Email: francisc@barringtonschools.org Fax #: (401) 245-5003

B. All responses to inquiries will be communicated in writing to all proposers within 72 hours, if feasible.

ANY UNSOLICITED COMMUNICATIONS BETWEEN THE FIRM OR ITS AGENTS AND

THE BARRINGTON SCHOOL COMMITTEE, OR OTHER REPRESENTATIVES OF THE

BARRINGTON SCHOOL DEPARTMENT MAY RESULT IN FIRM’S DISQUALIFICATION

FROM THE SELECTION PROCESS, AS DETERMINED IN THE SOLE DISCRETION OF THE

SCHOOL COMMITTEE.

mailto:francisc@barringtonschools.org

Locking Cell Phone Pouch or Case System Bid #25014

Due: Wednesday, June 25, 2025

PROPOSAL AGREEMENT

We, the undersigned, are familiar with the specifications as outlined in the specifications for the Locking Cell Phone Pouch or Case System and agree to be bound by all provisions thereof.

For item outlined including any and all addenda the undersigned submit a proposal of

NAME OF FIRM

CONTACT PERSON (please print) AUTHORIZED SIGNATURE

ADDRESS DATE

PHONE FAX

E-MAIL

Year Make Model Total Bid Proposal Delivery Date